How to hire a record keeper

How to hire a record keeper, step by step

Here's a step-by-step record keeper hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a record keeper job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new record keeper
• Step 8: Go through the hiring process checklist

Post a record keeper job for free, promote it for a fee

Post free

1. Identify your hiring needs

   First, determine the employments status of the record keeper you need to hire. Certain record keeper roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A record keeper's background is also an important factor in determining whether they'll be a good fit for the position. For example, record keepers from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list presents record keeper salaries for various positions.

   Type of Record Keeper	Description	Hourly rate
   Record Keeper	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$14-24
   Imaging Clerk	An imaging clerk works in an imaging clinic or radiology center and handles multiple roles. Their first duty is to handle general clerical operations, such as scanning and uploading of images to a computer or organizing files in an orderly manner... Show more	$10-16
   Document Clerk	Document clerks are employees who are responsible for tracking and controlling technical documents according to the business standards of an organization. These clerks are required to scan and photocopy business-related documents such as client files, correspondence, and company records... Show more	$12-17

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Recordkeeping
   • Data Entry
   • Retirement Plan
   • Financial Transactions
   • Bank Secrecy Act
   • IRS
   • Discrimination Testing
   • Schedule Appointments
   • Financial Reports
   • Hippa
   • HIPAA
   • PowerPoint
   • Computer System
   • Financial Statements

   Check all skills

   Responsibilities:

   • Manage and organize all paperwork concerning caregivers and patients; organize filing system; ensure operation of electronic filing systems.
   • Verify that all requests are HIPAA compliant.
   • Make sure that all HIPPA regulations are follow through.
   • Record flight records by date or hours for every helicopter part as outlined by FAA.
   • Comply with the BIA records management procedures and keep current for review by the AOTR/Sub-AOTR, at the project site.
   • Confirm any FAA updates daily and update part expiration spreadsheet accordingly.

3. Make a budget

   Including a salary range in your record keeper job description is one of the best ways to attract top talent. A record keeper can vary based on:

   • Location. For example, record keepers' average salary in idaho is 30% less than in virginia.
   • Seniority. Entry-level record keepers 40% less than senior-level record keepers.
   • Certifications. A record keeper with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a record keeper's salary.

   Average record keeper salary

   $39,733yearly

   $19.10 hourly rate

   ---

   Entry-level record keeper salary

   $30,000 yearly salary

   Updated December 13, 2025

4. Writing a record keeper job description

   A good record keeper job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a record keeper job description:

   Record keeper job description example

   Together we fight for everyone's opportunity for a better financial future.
   
   We will do this together - with customers, partners and colleagues. We will fight for others, not against: We will stand up for and champion everyone's access to opportunities. The status quo is not good enough … we believe every individual and every community deserves access to financial opportunities. We are determined to support both individuals and communities in reaching a better financial future. We know that reaching this future depends on our actions today.
   
   Like our Purpose Statement, Voya believes in being bold and committed to action. We are committed to a work environment where the differences that we are born with - and those we acquire throughout our lives - are understood, valued and intentionally pursued. We believe that our employees own our culture and have a responsibility to foster an environment where we all feel comfortable bringing our whole selves to work. Purposefully bringing our differences together to positively influence our culture, serve our clients and enrich our communities is essential to our vision.
   
   Are you ready to join a company with a strong purpose and a winning culture? Start your Voyage - Apply Now
   
   Please Note: Work location for this role is FLEXIBLE! This position allows 100% remote work from home or allows work to be performed in any of our major office locations with a hybrid schedule.
   
   Profile Summary:
   
   Provides service and administrative support to our largest/most complex defined contribution plan clients.
   
   Profile Description:
   Respond to client requests for information.Resolve client administrative or service problems.Ensure that all transactions are processed according to the company's and the client's standards. Process transactions to complete plan valuation such as contributions, loans, withdrawals, and earnings allocations. Format and load data.Perform and analyze tests required for defined contribution plans and plan design issues i.e. discrimination testing. Request and interpret data, presents results to clients, and makes recovery recommendations.Reconcile trust accounting/recordkeeping system on a plan level.Reconcile plan balances to trust balances through daily balancing, adjustment analysis, preparing reconciliation reports, and analysis by transaction type. Coordinate omnibus fund purchases and sales with third-party fund companies.Format and produce client reports. Produce valuation reports, participant statements, investment performance reports, and files necessary tax and compliance forms.Participate in client meetings and/or conference calls. Maintain trustee relationships. Discuss plan design issues, trust reconciliation issues, payroll consultation, and other services with clients. Other duties as assigned.
   
   Knowledge & Experience:
   Bachelor's degree or equivalent2+ years defined contribution client service experience Proficient in MS Office and ExcelProject management skills Excellent written and verbal communication skills Ability to handle multiple priorities Strong leadership abilities
   
   Colorado Residents Only: The salary range for Colorado residents is $45,100 to $62,020. Pay is based on several factors including but not limited to education, work experience, certifications, etc. In addition to the base salary, Voya offers incentive opportunities based on each role to reward achievement of annual performance objectives. A list of additional benefits can be found on our job posting and also on our Voya career page. All benefits are subject to eligibility requirements.
   
   #LI-CW1
   #LI-REMOTE
   
   Be Well. Stay Well.
   Voya provides the resources that can make a difference in your lives. To us, this means thriving physically, financially, socially and emotionally. Voya benefits are designed to help you do just that. That's why we offer an array of plans, programs, tools and resources with one goal in mind: To help you and your family be well and stay well.
   
   What We Offer
   Health, dental, vision and life insurance plans 401(k) Savings plan - with generous company matching contributions (up to 6%) Voya Retirement Plan - employer paid cash balance retirement plan (4%) Tuition reimbursement up to $5,250/year Paid time off - including 20 days paid time off, nine paid company holidays and a flexible Diversity Celebration Day.Paid volunteer time - 40 hours per calendar year
   
   Learn more about Voya benefits (download PDF)
   
   Critical Skills
   At Voya, we have identified the following critical skills which are key to success in our culture:
   Customer Focused: Passionate drive to delight our customers and offer unique solutions that deliver on their expectations.Critical Thinking: Thoughtful process of analyzing data and problem solving data to reach a well-reasoned solution.Team Mentality: Partnering effectively to drive our culture and execute on our common goals. Business Acumen: Appreciation and understanding of the financial services industry in order to make sound business decisions.Learning Agility: Openness to new ways of thinking and acquiring new skills to retain a competitive advantage.
   
   Learn more about Critical Skills
   
   Equal Employment Opportunity
   Voya Financial is an equal-opportunity employer. Voya Financial provides equal opportunity to qualified individuals regardless of race, color, sex, national origin, citizenship status, religion, age, disability, veteran status, creed, marital status, sexual orientation, gender identity, genetic information, or any other status protected by state or local law.
   
   Reasonable AccommodationsWe are committed to maintaining a diverse workforce. This commitment governs all decisions related to employment, including selection, development and compensation. It also includes an employee's request for reasonable accommodation. All employees will be treated in a manner free from discrimination or harassment. Voya is committed to providing equal employment opportunities for persons with disabilities, including reasonable accommodation when needed. If you believe you need a reasonable accommodation in order to search for a job opening or to submit an application, please see our resources for applicants with disabilities.Misuse of Voya's name in fraud schemes

   Copy this example

   

5. Post your job

   To find record keepers for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any record keepers they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level record keepers with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your record keeper job on Zippia to find and recruit record keeper candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit record keepers, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new record keeper

   Once you've decided on a perfect record keeper candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

   Sign up to download full list

   Sign up

How much does it cost to hire a record keeper?